Privacy Policy

1. Introduction

Pathways Executive Search Inc. (“Pathways,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of personal information entrusted to us in the course of our executive search and advisory services. This Privacy Policy describes how we collect, use, store, disclose, and safeguard personal information in accordance with applicable Canadian privacy laws.

2. Personal Information We Collect

In the course of providing executive search services, Pathways may collect personal information about identifiable individuals, including candidates and client representatives. This information may include, without limitation:

Contact details (such as name, email address, telephone number)

Professional and employment information (such as résumé/CV, career history, education, credentials, references, and compensation information where provided)

Interview notes, assessments, and search‑related evaluations, including the Workplace Big Five Behavioural Assessment, if applicable

Any other information voluntarily provided in connection with a search engagement

3. Purpose of Collection and Use

Pathways collects, uses, and discloses personal information solely for legitimate business purposes related to executive search engagements, including:

Identifying, assessing, and presenting potential candidates

Communicating with candidates and clients during an engagement

Meeting legal, regulatory, and contractual obligations

Personal information is not used for purposes unrelated to an engagement without appropriate consent or legal authority.

4. Confidentiality and Access Controls

All personal information is treated as confidential. Access is restricted to Pathways employees, contractors, or service providers who have a legitimate “need to know” for purposes of an engagement and who are subject to confidentiality obligations. Pathways is responsible for safeguarding personal information with at least a reasonable standard of care

5. Storage and Processing

Candidate and engagement‑related personal information is stored primarily in Invenias by Bullhorn, Pathways’ applicant tracking system and within Microsoft 365 office suite. Personal information is processed and stored in Canada, or in such other jurisdictions as Pathways may expressly approve in writing, in compliance with applicable privacy laws.

6. Disclosure

Pathways does not disclose personal information to third parties except:

As required for the purposes of an executive search engagement (for example, to a client), and

In accordance with contractual obligations and applicable law

Personal information is not sold, licensed, or used for marketing purposes unrelated to the engagement.

7. Artificial Intelligence

Pathways does not use, input, or make available personal information in or to artificial intelligence tools or solutions except where expressly permitted by contract or with appropriate consent and legal authority.

8. Retention and Disposal

Pathways retains personal information only for as long as necessary to fulfill the purposes for which it was collected, to meet contractual obligations, or as required by law. Upon request, or at the conclusion of an engagement, personal information may be returned, deleted, or rendered irretrievable, subject to legal retention requirements and secure backup practices.

In addition, with the explicit consent of candidates, Pathways may retain professional information (such as resumes, career history, and related details) for the purpose of considering them for future search assignments and employment opportunities. Candidates may withdraw their consent at any time, subject to applicable legal or regulatory requirements.

9. Individual Rights

Individuals may request access to, correction of, or withdrawal of consent relating to their personal information, subject to applicable legal and contractual restrictions. Requests should be directed to Pathways using the contact information below.

10. Security Incidents

In the event of unauthorized access to or disclosure of personal information, Pathways will take appropriate steps to investigate, mitigate, and respond to the incident in accordance with applicable law and contractual obligations.

11. Contact Information

Questions or requests regarding this Privacy Policy or the handling of personal information may be directed to:

Pathways Executive Search Inc.

Wenda Lee Cameron

WendaleeC@PathwaysExecutiveSearch.ca
100 Park Royal South, Suite 200, West Vancouver, BC V7T 1A2